UC Davis Library Digital Sign Guidelines & Policy

The purpose of the UC Davis University Library's digital-sign is to share information about library events, services, resources, and space and to present information about UC Davis news, academics, and events.

Only campus affiliated units have access to the LCD displays. Priority is given in the following order:

  • University Library departments
  • Academic Units
  • Administrative Units
  • University Communications
  • Registered student organizations

In the interest of equitably managing a shared resource, the library reserves the right to place limits on the number of signs associated with any one event or group, to limit the length of time signs are displayed, and to determine locations where the image will appear.

The Library reserves the right to review, approve, and deny the content submitted for projection. This approval will be managed within the Library Administration office according to standards noted within this document.

Sign Submission Form

Eligible UCD units and organizations must send submissions to the Library via this form.

Submission of the Digital Sign Request Form does not guarantee that the announcement will appear on a University Library Digital Sign.

Guidelines and Technical Specifics

  1. To be guaranteed a response and action by a specific date, submit content files at least two weeks in advance of posting. Indicate dates for posting and removal.
  2. Applications for announcements will be reviewed and considered for approval consistent with relevant University policies and procedures, including, but not limited to, UC Davis policies concerning "Mass Electronic Messaging,"[1] "Distribution of Information and Literature,"[2] "Posting of Information,"[3] ,and the UC "Electronics Communication Policy,"[4]. University Libraries have the right to review, approve, and deny the content submitted for projection.
  3. Requests are approved on a space-available basis. Requests may be denied based on lack of available space or failure to comply with guidelines and policies.
  4. All content must be related to the campus and to campus activities and events.
  5. Corporate sponsors of events will only be listed by name. No corporate logos will be listed.
  6. Files submitted in any format are not to exceed 30 seconds unless approved by the appropriate library Unit Head.
  7. Files must be submitted in a ready-to-post format, noted below.
  8. Video files should be submitted via request form.
  9. For optimum viewing, submit image files dimensions w1920 X h1080 – pixels. Video files should also be w1920 X h1080.
  10. Text should be font size 18 or larger.
  11. The digital sign can display images and video. The following file types are supported
    • Video: MP4, AVI, MPG plus SWF (flash), MPG
    • Image: JPG (preferred), TIF, PNG
  12. Please make sure the aspect ratio of the output file(s) is 16:9.
Exceptions to the above policies and practices may be granted at the discretion of Library Administration.

Suggestions for creating content

  • Keep content brief and to the point: what, who, when, where, how.
  • Limit to one announcement, event, or feature per slide.
  • Put a headline on each slide.
  • Balance text and graphics.
  • Minimal text is best and can be paired with interesting/colorful/high impact graphics.
  • Dense text should be paired with simple graphics.
  • Outlining text helps it stand out against the background.
  • Remember that slides display for only seconds and people view them in passing.

Copyright Issues

Using someone else's photos, fonts, songs, etc. without permission is a violation of copyright.

  • Always look for license or copyright information.
  • Lack of information does not imply permission.
  • Use only media that has availability and restrictions clearly posted.
  • Obtain permissions from the legal owner when necessary.
  • Avoid media that uses celebrities, book/movie/game characters, non-UC logos, etc.
  • Consider using Creative Commons to help you find media that meets copyright guidelines.

From Stanford University Copyright and Fair Use:

"Assume its protected: As a general rule, it is wise to operate under the assumption that all works are protected by either copyright or trademark law unless conclusive information indicates otherwise. A work is not in the public domain simply because it has been posted on the Internet (a popular fallacy) or if it lacks a copyright notice (another myth)."
http://fairuse.stanford.edu/Copyright_and_Fair_Use_Overview/chapter6/6-a.html